How Fintrak handles privacy and client information.

1. Introduction

This Privacy Policy explains how Fintrak collects, uses, discloses, safeguards, and retains personal and business information when you use this website, contact Fintrak, or become a client.

2. Who We Are

Fintrak Services Ltd. is a British Columbia-based business providing bookkeeping, GST/HST support, insurance solutions, and related business support services.

Insurance services are offered by Manmohan Kahlon, licensed insurance advisor, through Punjab Insurance.

3. Privacy Contact

Privacy questions or requests can be directed to:

Manmohan Kahlon
Fintrak Services Ltd.
Email: info@fintrakservices.ca

4. Information We Collect

For website inquiries, Fintrak may collect:

• Name
• Email address
• Phone number, if provided
• Business name, if applicable
• Inquiry type
• Message or details submitted through the contact form
• Preferred contact method, if provided

For bookkeeping clients, after onboarding, Fintrak may collect:

• Business contact information
• Business number
• Accounting and bookkeeping records
• Bank and credit card statements
• Sales and expense records
• GST/HST information
• Payroll information, only if payroll support is selected
• Other documents required for the agreed service scope

For insurance inquiries, after a client chooses to discuss insurance, Fintrak may collect:

• Contact information
• Date of birth or age, if required
• Family or beneficiary information, if required
• Health, travel, financial, or lifestyle information required for insurance review or application
• Insurance application information

Please do not submit sensitive personal, medical, financial, or insurance application details through the general website contact form. If such information is required, Fintrak will provide appropriate instructions.

5. How We Collect Information

Fintrak may collect information through:

• Website contact forms
• Email communication
• Phone or discovery calls
• Client documents provided during onboarding
• Bookkeeping software access, if applicable
• Insurance application or carrier forms, if applicable

6. How We Use Information

Fintrak may use information for the following purposes:

• To respond to inquiries
• To book discovery calls
• To understand the service requested
• To prepare client recommendations
• To provide bookkeeping and GST/HST services
• To support insurance discussions and applications where applicable
• To communicate with clients
• To meet legal, regulatory, administrative, and recordkeeping requirements
• To improve the website and service experience

7. Consent

By contacting Fintrak, submitting a form, providing documents, or continuing to communicate with us, you consent to the collection, use, and disclosure of your information for the purposes described in this Privacy Policy and any applicable service agreement, authorization, or insurance application process.

You may withdraw consent, subject to legal, contractual, regulatory, or service-related limitations.

8. When We Share Information

Fintrak may share information with:

• Bookkeeping or accounting software providers, if applicable
• Cloud storage, email, website hosting, and technology service providers
• A client's accountant or CPA, only when authorized or required for agreed services
• CRA or government agencies, only when authorized, required, or applicable
• Insurance carriers, Punjab Insurance, underwriting teams, or insurance service providers when insurance services are requested
• Legal, regulatory, or professional advisors if required
• Other parties with client consent or where required by law

Fintrak does not sell personal information.

9. Insurance-Related Information

Insurance-related information can be sensitive. Insurance services are offered by Manmohan Kahlon, licensed insurance advisor, through Punjab Insurance, subject to applicable licensing, carrier, product suitability, underwriting, and MGA requirements.

Insurance-related information may be collected, used, and shared only as needed for insurance discussions, needs analysis, application, underwriting, carrier review, service, compliance, or other insurance-related requirements.

10. Bookkeeping and Business Records

Bookkeeping and GST/HST services may require access to business records, financial documents, transaction details, statements, receipts, sales records, expense records, GST/HST information, and other documents required for the agreed service scope.

Fintrak may retain certain business records where required for service delivery, legal obligations, recordkeeping, dispute resolution, or regulatory requirements.

11. Cloud Storage and Service Providers

Fintrak may use third-party technology providers for email, cloud storage, website hosting, bookkeeping software, forms, communication, and business administration. Personal information may be stored or processed by these providers in Canada or other jurisdictions, depending on the provider's systems.

12. Safeguards

Fintrak uses reasonable safeguards appropriate to the sensitivity of the information. These may include password-protected systems, secure user access where available, limited access to client information, avoidance of unnecessary password sharing, cloud storage and email safeguards, and reasonable administrative, technical, and physical protections.

No website, email system, cloud platform, or online transmission can be guaranteed to be completely secure.

13. Retention

Fintrak keeps personal and business information only as long as reasonably necessary for the purposes described in this policy, to provide services, meet legal or regulatory obligations, resolve disputes, and maintain business records.

14. Access, Correction, and Withdrawal of Consent

You may request access to personal information Fintrak holds about you, or request corrections if the information is inaccurate or incomplete.

You may also request to withdraw consent, subject to legal, contractual, regulatory, recordkeeping, or service-related limitations. Requests can be sent to info@fintrakservices.ca.

15. Marketing Communications

Fintrak may send service-related emails to respond to inquiries or provide client services. Fintrak will only send promotional or marketing emails where permitted by law, with consent where required. Marketing emails will include an unsubscribe option where required.

16. Cookies and Website Analytics

Fintrak's website may use cookies or similar technologies to support website functionality, improve user experience, and understand website traffic. Users may adjust browser settings to refuse cookies, but some website features may not function properly.

17. Third-Party Links

The website may contain links to third-party websites or services. Fintrak is not responsible for the privacy practices of third-party websites.

18. Children and Minors

Fintrak's website and services are not directed to children. Parents or legal guardians should provide information on behalf of minors where required for insurance or service purposes.

19. Changes to This Policy

Fintrak may update this Privacy Policy from time to time. The updated version will be posted on this page with a revised effective date.

20. Contact Us

Fintrak Services Ltd.
Privacy Contact: Manmohan Kahlon
Email: info@fintrakservices.ca
Phone: (604) 999-8937
Location: British Columbia, Canada